Archive Collection Policy

The University of Sheffield administrative archive will aim to identify and preserve records of historical significance pertaining to its functions and activities. The University´s main functions are:

  • Teaching and Learning
  • Research
  • Academic Administration and Support Services
  • Knowledge Transfer and Enterprise
  • University Management
  • University Resources
  • University Relations

The records selected for permanent preservation will provide evidence of the what, why, where, who and how relating to the above functions and their supporting activities and transactions.

In particular the archive will aim to collect records that document the University as:

  • A corporate entity
  • A research organisation
  • A teaching and learning organisation
  • A member of the local community
  • A member of the wider higher education community
  • A community in itself

In acquiring records every effort will be made to avoid conflict and duplication with the collecting policies of other record repositories.

The University Archivist reserves the right to reject unsuitable material, for example records which do not conform to the collection policy, material which duplicates existing holdings, or material which might be more appropriately housed at another repository.

The archive will accept material in the following formats – manuscript, printed, photographic, audio-visual and material created electronically and stored on formats such as 5 ¼ or 3.5 inch floppy disk, CD, DVD, USB stick. At present, the archive does not possess the appropriate technical or physical resources for the long term retention of large quantities of such material.

Further detail on the types of records, and how and why records will be identified and retained for permanent preservation can be found in the Appraisal Policy.